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Set-Up Guide

ConexED Platform Glossary of Terms

This glossary can be used by the following role types: Front Desk Agent, Faculty/Staff, Group Manager, Department Director, Administrator

Accessibility Standards

ConexED incorporates accessibility standards into every step of the development process with the needs of all students in mind like the Virtual Office and Virtual Meeting Space with editable closed captioning and text-to-speech capabilities. A team of internal UI designers conducts, for all new releases, Integrated Accessibility Testing (IAT), Tool Based Testing (TBT), Color Contrast Testing (CBT), Screen Reader Testing (SRT), Screen Magnifier Testing (SMT), and Manual Accessibility Testing (MAT). Students can connect with student services and support using their usual tools for accessing content online.

ADA Compliant

Automated, real-time, and editable closed-captioning is available during video meetings. The settings are chosen on the users end, so use will be kept private. Keyboard navigation and screen-reader-accessible interfaces are also standard across the platform.

Administrator

ConexED Admins have access to all settings, reports, appointment management, meeting archives, student details, virtual lobbies, chat histories, cohorts, and drip campaigns, cases and alerts, and data and analytics for all departments, groups, and users.

Admin Panel

The Admin Panel allows Administrators to view department activity and information on the backend and is accessed by clicking on the gear icon found on the top toolbar. Administrators can access meeting recordings and chat history, add/delete departments, groups, reason codes, locations, and users, and view user activity in all departments. The Settings tab on the Admin Panel is the access point for technical integrations such as login types.

Assigned Advisor

The Assigned Advisor setting has to be initiated by your College Admin and the ConexED team. Once enabled, staff can easily manage their caseload of students within the Cohort Management Center by leveraging the filter functionality. They can also ensure that students only see their meeting availability and ConexED card so students always come to the correct advisor for support.

Attributes

Attributes, formerly known as Student Labels, allow staff to better understand the students they see and support. Attributes can come into ConexED by way of SIS integration or manually through the admin panel. Attributes can be tied to financial aid awarded, first-generation status, or many other options. Attributes are used to define audiences and report on within the ConexED Platform.

Activity Tracking

Go beyond meetings and drop-ins to fully understand the holistic journey of a student. Through ConexED’s activity tracking feature, you can easily log different engagements like telephone conversations, or pass-by conversations. Additionally, you can track financial aid or direct aid that a student has received throughout the year or semester. This feature is also available with bulk upload capabilities so you can easily assign one activity to multiple students.

Alerts

With ConexED’s Case Management system, you can leverage alerts in a variety of ways. Early alerts are typically used for behavioral or academic issues and can be initiated by any staff member. Proactive alerts are unique to ConexED and encourage students to get more engaged on-campus mapping back to retention and on-time completion. An example of a proactive alert could be “Become a Peer Mentor”." This could be initiated based on certain student behaviors.

For both types of alerts, you can customize the alert form, staff associated with the alert, and if the students should receive a notification of the alert. Faculty are also encouraged to initiate alerts with our LMS LTI which allows faculty to raise alerts directly from their courses in the LMS system.

Alert Reason

Similar to our Reason Codes, Alert Reasons tie “the why” to every alert. Easily tie staff to different alert reasons so that when a certain alert is initiated the right staff are made aware.

Appointment Details

Appointment Details provide Faculty/Staff with information about a particular student meeting such as who the student met with, the scheduled start and end times based on the Reason Code for the meeting, the type of meeting, and the actual start and end times. Appointment Details also includes a tab where Faculty/Staff can record notes and Report additional Reason Codes.

Bell Notifications

Bell notifications are part of the Messaging Center and Drip Campaign functionality. Quickly send notifications to students and have it appear in the top right corner of their ConexED dashboard in the bell. When a student receives a new notification a red dot appears on the bell indicating that they have received something new.

Breakout Rooms

Breakout rooms are used in the Virtual Event Space to divide a larger group into smaller groups. Those smaller groups are placed in separate breakout rooms where they can then interact with each other. The Moderator can monitor all of the breakout rooms and view all breakout room whiteboard activity in one location. Moderators can broadcast written messages to a single room or all rooms. In addition, persistent presence allows a moderator’s video feed to be visible in all breakout rooms.

Browser-Based

Browser-based technology means that content is accessible in any browser window and on any device. No software needs to be downloaded or installed. Students can access support via ConexED on their Windows or Mac computers or mobile devices with full functionality.

Buffer

ConexED has two buffers--a Schedule Time Buffer that sets the amount of advance notice a Faculty/Staff user needs before students can schedule meetings, and an End of Meeting Buffer, which is a Reason Code setting that dictates the amount of time needed between meetings.

Bulk Event Attendance Reporting

ConexED’s Event Management module lets you create, host, and report on in-person, virtual, or hybrid group events. For in-person or hybrid events, easily upload a list of students who attended into the Event Details page. Those students will then be captured as attendees within the event with the attached reason codes and groups.

Busy Event

Busy Events are times during established office hours that a user is unavailable. A Busy Event is an event typically added on top of currently existing office hours that blocks a student from scheduling during that time.

Business Intelligence Dashboard

Designed to create operational efficiencies, identify opportunities, and empower institutions by uniting critical data insights to cross-campus student support services, the Business Intelligence Dashboard analyzes collected information in real-time so that administrators can make informed decisions that impact three key areas: student success, staff efficiency, and retention and graduation rates. The Business Intelligence Dashboard provides rich, visual graphics, pie charts, bar graphs, and heat maps based on the current data that can be filtered by specific date ranges to provide leaders with insights on department and group meetings, walk-in vs scheduled meetings, meetings by the hour of the week, the Reason Codes for student visits, average wait times, completed surveys by group, and more. The interactive graphs allow leaders to drill down for even more data simply by clicking on a piece of information on a graphic.

Case Management

ConexED defines Case Management in terms of a one-to-many ratio. The student typically has a case created because they require extra support or are experiencing issues that require customized staff support. A student case can be managed by one staff person, a group or department, or a mix of staff in multiple departments.

Cases

Cases are the next escalation after an alert has been raised on a student. Each case can have their own set of support staff. The support staff can assign tasks, leave notes, and work together to help support the student with the Case Management module.

Cohort Management

ConexED defines cohorts as a grouping of students with the same set of action items that must be completed within a certain timeframe. The ConexED Cohort Management System located with the CRM module uses student cohorts to monitor and support student milestones on the pathway to graduation. Staff can easily manage cohorts of students by tracking their milestone completions and sending nudges when things are overdue. Students can engage with their own progress via the student dashboard and actively track and complete their set of milestones based on the cohort(s) they are assigned to.

Chat

Chat is the real-time interaction between two ConexED users. Chat can take place three ways in ConexED: (1) instantaneously via the Knock on Door button of a ConexED Card, (2) in a group or individual lobby, or (3) in a Virtual Office Meeting or Virtual Event. In addition, a text-to-speech option can be activated that would speak aloud any content put into the chat in a Virtual Meeting or Virtual Event.

Check-In Kiosk

The Check-In Kiosk is a digital check-in for on-campus unscheduled meetings and scheduled appointments. Students can self check-in using the Check-In page that is opened on a device set up in the office or they can be checked in by a Front Desk Agent, faculty, or staff. A Live Monitor View can be shared on a screen for students while waiting so they can see their place in the line. Staff have a dashboard with controls to manage the queue, check the student into a meeting, and view information about those waiting in the queue at the location. Students also have a contactless option to manage their in-office meetings by using a QR code or by using their personal device to facilitate the check-in process.

Cloud-Based Calendar Integration

The ConexED Calendar can be integrated with both Office 365 and Google calendars so that Faculty/Staff can sync their work calendars with the ConexEd Calendar to ensure that only available times display for students when making appointments. The cloud-based calendar syncs updates in real-time and decreases mistakes in availability, like double bookings, that may impact when students receive help.

ConexED Cards

ConexED Cards are individualized and embeddable cards for faculty and staff to connect with students instantly. ConexED Cards provide a visual representation of faculty and staff so that students can put a name to a face, and these cards with touchpoints for chat, Virtual Lobby, and Virtual Office can be embedded on websites and social media so that students have multiple pathways to connect.

Customized Intake Forms

ConexED allows groups to create customized forms to gather the specific information they need to best serve students before they meet with them. Examples of customized forms include Intake Forms, Offline Message Forms, and Event Registration Forms. The data from the customizable forms can be collected to generate reports specific to a group and its service.

Customized End of Meeting Surveys and Staff Review Forms

ConexED allows groups to create customized surveys that empower students to share feedback on meetings and allow staff to organize how they share post-meeting notes. Student-facing surveys automatically send to students after a meeting has ended. Staff Review Forms are available with the Appointment Details of a meeting and can be edited by the moderator. Feedback captured can easily be found in the Business Intelligence dashboard.

Customized Reason Codes and Categories

Reason Codes identify why a student seeks a specific service and/or what transpired in a meeting. Customized Reason Codes can be created on the admin level to allow groups to pinpoint the precise reasons students come for support services. Customized Reason Codes allow for more detailed reporting. Easily manage and organize your college’s reason codes by creating categories that allow staff to filter to the right reason codes. Within the group scheduler, you can also assign different reason codes with custom durations, make them student or staff-facing, and select the types of applicable meeting locations.

Cranium Cafe

ConexED is the new and improved Cranium Cafe. Cranium Cafe was subject to only assist with virtual meetings but with years of growth and rebirth, ConexED is now an enterprise-level platform designed with the highest technical quality.

Dashboards

An internal graphic interface that provides quick, real-time information for a range of roles and purposes. ConexED has dashboards for staff reporting, Business Intelligence, CRM, Drip Campaigns, Case Management, and the Kiosk and Queuing modules.

Dashboard and Reporting System

ConexED allows reports to be run for individuals, groups, departments, and an institution as a whole. Having the ability to understand how users engage with support services--when they meet, why they meet, and how they meet--allows administrators to make data-driven decisions to improve student engagement and provide the appropriate services at the best times. Additionally, Reason Codes, notes, and transcripts keep a record of each meeting.

Department

ConexED users are organized by departments and groups. A department is a larger unit often composed of smaller units, or groups. For example, Student Services may be a department made up of the groups Basic Needs, Student Life, DSPS, and more.

Department Director

Department Directors have access to their department settings, reports, appointment management, archives, chat histories, lobbies, cohorts, messaging center, drip campaigns, cases and alerts, data, and analytics for their specific department(s) and the groups and users in their department(s).

Drip Campaigns

Drip Campaigns empower departments to send information to students in an easy/automated way. With robust audience segmentation, you can create a drip campaign for almost any audience. Our easy step-by-step campaign creator allows you to personalize your messages, arrange the flow of the campaign, and communicate with students in a variety of ways. Sync your campaign with a cohort to ensure students automatically receive the right information based on their assigned cohorts.

Dynamic (Registration) Forms

Dynamic or Registration Forms are located in the CRM Module. These drag-and-drop forms come with every field type needed to create a comprehensive and fully custom online form. Leverage the advanced mapping features like the Auto Cohort Sorter field that allow colleges to automate around certain student responses. Using the Cohort Auto Sorter field, staff can easily automate students entering into cohorts. These forms are completely customizable and fit any need some of the most popular forms being a full college application, special program form, or request for information form. When creating your form you can customize its settings to allow students to edit their responses, and set certain approval parameters.

Digital Signatures or Document E-Signature

Digital signatures allow students to sign necessary documents from within a virtual meeting, or milestone which eliminates the need to make a trip to campus or to wait for snail mail correspondence, both of which could delay the submission of important paperwork.

Virtual document signing is legal and expedites the process of taking care of school business immediately. The student can download a copy of the signed and completed paperwork and save it on their computer for future reference. In addition, the system will automatically email the staff member the PDF version of the document.

Direct URLs

URLs that provide users with a direct and unique link to a Virtual Meeting or Event. Direct URLs can also be used to access a group’s lobby or a specific user’s ConexED Card. Direct URLs can be embedded in buttons and placed on websites for easy access to services.

Document Library

The Document Library is where a user can place and store documents for use in a Virtual Office Meeting or Virtual Event. Since meeting space is not shared, Faculty/Staff can preload documents prior to a meeting or event or can save standard documents to the Document Library for use as needed across all meetings. The Document Library has two parts: (1) Meeting Documents for documents used in a specific meeting and which are deleted after the meeting, and (2) My Documents that store standard or frequently used documents for use across all meetings; these documents are saved for future use.

Duration

The length of a meeting is determined by the Reason Code for the appointment or the actual meeting time. Some meetings are short while others are longer.

Ease of Access

ConexED Cards put a face to a name and can be embedded anywhere--below an email signature, websites, or social media--so that students can connect with support staff quickly and easily via scheduled or unscheduled meetings and chats. The sooner students can get their questions answered and needs met, the more satisfied they are as they stay on track to graduate. ConexED Cards also allow students to send a direct message to staff when offline.

Email & Text Message Templates for Appointment Scheduling

Located in the Group Settings, customizable email and text messaging templates allow users to automate the process of sending emails and texts to students for specific purposes relative to the support service. Examples of email templates include confirmation for scheduling an appointment, canceling a meeting, or a meeting reminder.

Email Templates for Drip Campaigns

Designing eye-catching email templates within the ConexED CRM is easy. No need to re-create the same communication more than once. With Email Templates for Drip Campaigns you can create a highly personalized email by leveraging personalized shortcodes, including links to forms, milestones, and more.

Embeddable ConexED Cards

ConexED Cards allow for quick access to support services and can be embedded on institutional web pages making student access just a click away. Direct URLs enable students to access the Virtual Lobby or keep an appointment simply by clicking the link rather than having to find the meeting space or drive to campus.

End-of-Meeting Buffer

The End-of-Meeting Buffer establishes the amount of time needed between meetings based on a specific Reason Code so that Faculty/Staff can be prepared. The end-of-meeting buffer time is customizable based on a Reason Code and can be edited within a group on the Reason Codes tab.

End-of-Meeting Surveys

End-of-Meeting Surveys allow faculty and staff to get immediate feedback from students. End-of-Meeting Surveys can be individualized per group allowing each to tailor questions to the specific type of meeting being held. Receiving feedback from students who use a specific support service allows faculty and staff to monitor the effectiveness of encounters and make changes when necessary or follow up with students when necessary and possible.

Event Attendance Reporting

Keeping a tab on student attendance is one way to help keep students on a pathway to success. Event Attendance can be recorded and reports generated so that Faculty/Staff know the track record of students and can be proactive in reaching out to them when necessary.

Event Registration

ConexED Virtual Events may require registration for attendance. Event registration allows customizable registration forms to be created to gather the information necessary for the event.

Event Registration Form

The Event Registration Form is a customizable drag-and-drop form created for Virtual Events. Users can access the forms that they create by clicking Schedule & View Meetings in the ConexED User Panel and then clicking Event Meeting.

Facilitator

A Facilitator is a group user who has been assigned as the Moderator by a Front Desk Agent or another group user or event Moderator in order to run a meeting.

Faculty/Staff

Faculty and staff have access to their own scheduler and profile settings, reports, appointment management, archives, chat histories, data, and analytics for their own meetings.

FERPA and HIPAA Compliant

Built for student services including mental health, disability, and advising, all communication in ConexED complies with FERPA and HIPAA guidelines for data security and information privacy. Students agree to an Informed Consent Form upon logging in and can engage with student services knowing their data is safe and communications are private.

Flexibility

ConexED can be used for more than just scheduling and meetings. The platform can be used for such purposes as inventory management, library services, campus-wide testing, nutrition tracking, tutoring, training programs, telehealth and wellness, and mental health counseling among others.

Free Resources and ConexED Support

ConexED offers 24-7 access to ConexED’s knowledge base of resources and articles to help users understand the features and functionality better, and to troubleshoot common issues.

Front Desk Agent

Front Desk Agents have access to the calendar in their group(s) and to student lookup for making appointments and to appointment details for canceling appointments, extending appointments, and checking-in/checking-out students.

Guest

The guest role permission is the most limited permission set that ConexED offers. This role type allows users to create accounts within the platform but they will have no access to schedule meetings or complete forms.

Google Collaboration

Google Docs, Sheets, and Slides are fully integrated within ConexED inside a Virtual Office Meeting or Virtual Event simply by copy and pasting a URL to the document. The document can be manipulated and edited from within the virtual meeting space using Google app tools and any changes are saved in Google Drive.

Groups

A group is a subset of a student service. Groups provide departments tools for customizing their student services. For example, Tutoring could be a department made up of groups for the various subjects like writing, math, and science.

Group Calendar

The Group Calendar lists the appointments and other events for users within a specific group. A group calendar can be synced with an individual’s work calendar to ensure staff availability is current.

Group Lobby

Each group within ConexED has its own virtual lobby for students to access meetings. The Group Lobby is similar to a waiting room. Group lobbies have privacy settings such as any chat interaction between a Faculty/Staff member cannot be viewed by others. A group lobby is, however, a public space in the sense that unlike a Personal Lobby, those waiting for assistance can be seen by other Faculty/Staff.

Group Manager

Group Managers have access to group customization settings, reports, appointment management, archives, chat histories, data, and analytics for their specific group(s) and users within their group(s).

Group Meeting

A Virtual Office Meeting that is held for more than one person. Group meetings are initiated via a URL to invite others and can accommodate up to ten people. Audio and video is available for all users.

Group Customization

Group customization refers to the setup of a specific student service group by the Group Manager, Department Director, or ConexED Admin. Group customization includes such things as adding users, locations, login options, and Reason Codes, customizing forms, email templates, and Virtual Lobby messages, and other settings specific to the group scheduler.

Group Reports

The ConexED system makes it easy for group administrators to capture meaningful data so that they can make informed decisions. Select from the 21 available report types and use the filters to limit the report to the meeting type, location, staff member, dates, and other criteria depending on the report type. Reports include Master Appointment Report, Chat reports, Meeting Count reports, Office Hours reports, and Kiosk reports.

Implementation

An expert ConexED team will meet with your school’s student service leadership and IT team to implement the platform through training, workshops, and meetings.

Integrates with Single Sign On

Students and Staff/Faculty can use their already existing school credentials to authenticate their account and sign into ConexED without having two different usernames/passwords. ConexED also offers OAuth 2.0 options for institutions to allow their students to authenticate with popular providers like Google and Facebook. Students, faculty, and staff can click on a login button branded with the school logo and use their existing school email and password to authenticate their account and sign in to ConexED.

Integrates with Student Information Systems (SIS)

Student data such as name, ID, and email can be imported to ConexED and updated nightly with a secure and robust REST API. Student accounts are created prior to their first login, so staff can initiate appointments, and with nightly exports via FTP, meeting data is available for administrators to assess.

Kiosk Hub

The ConexED Kiosk Hub is a physical device available for countertop, standing kiosk, or a private booth that bridges the gap between virtual and on-campus environments by standardizing how students interact with their support staff, removing ambiguity, and streamlining their path to connecting with support staff. The HUB allows students to check in using facial recognition to appointments, join a live queue or lobby, schedule new meetings, launch into a private video meeting, or even instantly chat with support staff.

Knock on Door

“Knock on Door '' is the default button text on a ConexED Card that a student would click on to initiate a chat session for services. Each ConexED user has a customizable ConexED Card that can be accessed by clicking on Profile Settings in the User Panel. One of the customizable settings is the text that appears on the Knock on Door Button Text field.

Live Monitor View

The Live Monitor is the guest-facing display of the queue. Students can see their place in the Digital Queue. The monitor protects the privacy of those in the queue.

Locations

Locations are the physical or virtual places where meetings and events for a group take place. A group may have more than one location and these locations are identified on the Group Calendar by a color-coded system that assigns a specific color to a specific location.

Lobby

The ConexED Lobby replicates what students would find on campus--a reception area where they are greeted and wait until an available staff member can meet with them. The Lobby can be personalized by group and allow students an instantaneous connection to support services during normal business hours.

Lobby Welcome Message

All group lobbies include an optional customizable welcome message that is displayed when students arrive in a group’s lobby. This lobby message will appear when the group lobby is unlocked.

Lobby Locked Message

All group lobbies include an optional customizable locked message to display when the lobby is locked and a student has accessed the lobby at a time outside the normal business hours for the service.

LMS Integration

ConexED integrates with learning management systems such as D2L Brightspace, Canvas, and others. Every ConexED Card and group of cards can be embedded into the LMS. The cards as well as the ConexED Virtual Lobby and appointment scheduler for each student service group have their own URLs so a button or link can be created in the LMS to the Conex Cards, Virtual Lobby, or Scheduler, and students can get the immediate and just-in-time support they need.

Master Appointment Report

The Master Appointment Report is the most comprehensive meeting report available. In the Scheduling Control Center, this report provides institution-level meeting information as well as individual department information. It is available within each group as well as at the admin level.

Master Scheduler

The Master Scheduler allows a ConexED Admin, Department Director, or Group Manager to schedule or edit their respective group users’ office hours.

Meeting Documents

Meeting Documents is a part of the Document Library and holds documents that will be used in a specific meeting and which are deleted after the meeting.

Messaging Center

ConexED’s messaging center is located with the CRM module and is designed to help curate and send targeted and timely messages to students within a cohort. Simply create your audience, create a quick notification or message, select the modalities, and hit send. You can also schedule notifications if the timing is not right.

Milestones

Milestones are markers along a student’s pathway toward graduation designed to keep them on track and motivated. Milestones are part of the CRM/Cohort Module and are created by an administrator, department director, or group manager. An example of a milestone would be declaring a major or registering for classes. Students can track their progress via the Student Dashboard.

Milestone Reminders or Nudges

Automated reminders provide nudges to students about upcoming milestones so that they stay on track as they move through their program. When CRM is activated, customized reminders can be sent to remind students of upcoming milestones such as meeting with an advisor to discuss registering for classes or declaring a major. When enabled, students will see milestones within their Student Dashboard that functions as an easy-to-use task manager with milestone due dates, and call-to-action buttons. The automated reminders provide help students stay on track and achieve important milestones on their pathway to graduation.

Moderator

The Moderator is the Faculty/Staff member who meets with students and controls the functionality within a virtual meeting space. The terms “moderator” and “Faculty/Staff” are used interchangeably. The Moderator can add notes and Reason Codes for each interaction, and that information is tied to the student meeting history and group reporting. During meetings, the Moderator is the person who controls the meeting space. A moderator can create and monitor breakout rooms, conduct a poll and share the results with attendees, and can promote attendees to other roles such as Moderator or closed-caption editor.

Multi-Modal Messaging Center

Break through the noise with ConexED’s messaging center. Our comprehensive cohort messaging capabilities allows for robust audience segmentation and the ability to craft and send a message through multiple messaging types. Easily send a message through SMS, Email, Pop-up Notifications, and Bell Notifications to ensure that students see and remember their next steps.

My Documents

My Documents is a part of the Document Library and is used to store standard or frequently used documents for use across all meetings; these documents are saved for future use.

“No-Show” and “Cancellation” Tracking and Reporting

Making data-driven decisions is only as good as the data. ConexED can track scheduled appointments that students did not keep as well as those appointments that were canceled and by whom. Having this kind of information allows faculty and staff to identify students who may have a pattern of missed or canceled appointments and reach out to them directly so that they don’t fall through the cracks.

Office Hours & Settings

Office Hours & Settings enable customization for office hours, scheduler settings, and calendar integration. The Office Hours & Settings tab can be found on the User Panel in ConexED. The Office Hours tab allows a user to determine what appears on their individual ConexED Calendar. A user may opt the calendar to display all groups a user belongs to or a specific group.

Polls

Polls allow a moderator to pose a question to others during a group meeting or Virtual Event. A moderator can create a poll using the built-in tool and choose from several different questions types like true/false, multiple choice with a single answer, and multiple choice with more than one answer. Polls can be created and stored in two ways--in Meeting Polls for use in a single meeting or in My Polls for use across all meetings the user holds. My Polls can be used to build a library of frequently used polls. The Moderator has the ability to share summarized results with participants in a chat.

Persistent Presence

Functionality that allows a moderator’s video feed to be visible in all breakout rooms at the same time to increase accountability and engagement.

Personal Lobby

Each Faculty/Staff member has a private, personal lobby. A personal or individual lobby is where students can wait for an appointment with a specific Faculty/Staff member who is not a part of a group.

Plain Text Email Notifications

If you need to send a quick notification, reminder or message to a student or group of students you can use our plain text email feature. This feature is a no-frills way to easily update or remind students of outstanding milestones or campus-wide news.

Pop-Up Notification

When creating cohort messaging with the Messaging Center or Drip Campaigns you can send students notifications via a pop-up notification. When you send a pop-up, the very next time a student logs into ConexED that pop-up message will appear ensuring that your students are receiving timely messages.

Private Meeting

A private meeting is a one-on-one meeting between one Faculty/Staff member and one student.

Queuing Admin Dashboard

Manage multiple queues easily with the ConexED Queueing Admin Dashboard. Easily lock and unlock queues, monitor students, set meeting locations, reassign students to different staff.

Raise Hand

Raise Hand is a function within Virtual Events that allows users to get the Moderator’s attention by clicking on a Raise Hand button. When an attendee raises their hand, the Moderator will see the user’s picture in the upper left corner.

Real-Time Editable Closed Captioning

Closed Captioning is spoken content that is transferred into written text from within a ConexED Virtual Meeting or Virtual Event. Closed captioning meets federal accessibility standards and is kept private on the user level. Closed captioning is editable from within a meeting.

Reason Codes

Reason Codes indicate why students have an appointment, why they have arrived in the Virtual Lobby, or what transpires in a meeting. Reason Codes establish meeting length, indicate to a staff member the purpose of a meeting, whether scheduled or unscheduled, and they are used for reporting and filtering reports to isolate specific meeting data. Reason Codes are defined on the group level depending on the specific support service, and Faculty/Staff can select the specific Reason Codes for which they help students. For example, some staff may deal with registration but not academic advising. Reason Codes help pinpoint the precise reasons students come for support services and can be tracked so that data-driven decisions can be made to provide the support services that students need when they need them. Reason Codes are customizable to best match the particular needs of a group.

Record Meeting

All ConexED virtual meetings can be recorded. This function can be turned on and off during a meeting at any time. Meeting recordings are archived and transcripts are generated.

Reported Reason Code

The reason(s) identified on the appointment details for what transpired in a meeting.

Responsive Technology

ConexED uses responsive technology that allows the web-based platform to display correctly on any device.

Rich Text Email Editor

The ConexED rich text email editor allows you to create beautiful and dynamic emails without any CSS or coding experience. Add your own style with custom fonts, an image uploader, and the ability to link and attach documentation. Further customize your email with our shortcodes, so each student receives that personal touch. You can also link to specific forms or milestones within the emails to allow students to take action directly from that communication.

Role

ConexED uses role-based administration. One’s role determines one’s level of access to meeting archives, department settings, and group customization tools.

Role-Based Administration

ConexED uses role-based administration. A user’s role determines their access to platform features, group settings, archives, and data, and it determines what specific functions they perform. ConexED has eight defined user roles: ConexED Administrator, Department Director, Group Manager, Faculty/Staff, Front Desk Agent, Student, Kiosk Guest, Simple Auth Guest, and Guest.

Scalability

ConexED is entirely scalable and can work with a single department or with a large, multi-campus school district.

Synchronous Audio/Visual

The ConexED Virtual Office and Virtual Event Space include two-way, real-time audio and video capabilities using the webcam, microphone, and speakers of each attendee’s computer or device. These available but optional audio/video tools enable students to interact live with faculty and staff as they would face-to-face.

Schedule Exception

A Schedule Exception is a time that is blocked off by a ConexED Admin or Department Director that prevents appointments being made at times in which office hours are available.

Schedule Time Buffer

The Schedule Time Buffer sets the amount of advance notice a Faculty/Staff user needs before students can schedule meetings.

Scheduled Reason Code

The Scheduled Reason Code is the specific reason(s) for why a student has made an appointment. The Scheduled Reason Code determines the length of an appointment and what Faculty/Staff can meet with the student.

Scheduler Control Center Reports

ConexED Admins and Department Directors have 12 available report types available in the Admin Control Center. Each report has filters for limiting the scope of data to the institution, department, group, staff member, dates, reason codes, student attributes, and other criteria depending on the report. The report can be viewed on the page, copied and pasted, printed, or downloaded as a CSV file. Reports provide the specific data administrators need for student service operations, staffing, sharing achievements, or documenting needs with stakeholders.

Scheduling System

ConexED’s cloud-based Scheduling System is designed to make complex scheduling easy for seamless coordination of virtual, telephone, or face-to-face appointments. The scheduling system offers the convenience, ease of use, ADA accessibility, and FERPA-compliant privacy to meet students where they are -- whether on or off campus. Appointments can be scheduled by a Front Desk Agent, Faculty/Staff, or by students using any device. The student experience can be customized by use of an Intake Form, End of Meeting Survey, and Staff Review Form, all of which provide valuable appointment details. Further customization with Reason Codes controls when appointments can be scheduled, what type of appointment can be scheduled, how much time before a meeting an appointment can be made, how much time after an appointment is needed before the next one can be scheduled, and how long an appointment will last.

Scheduler Settings

Scheduler Settings allow customization for time zone, meeting length, Schedule Time Buffer, scheduling time frame limit, and send meeting reminder. Additionally, Scheduler settings include location and message options that allow a user to customize messages for office, online, and telephone meetings. Calendar integration allows a user to integrate a Google or Office 365 cloud-based calendar with the ConexED calendar to ensure that only available times display for students when making appointments.

Single Sign-On Integration

Students, faculty, and staff can click on a login button branded with the school logo and use their existing school email and password to authenticate their account and sign in to ConexED.

SMS Text Messages

Easily send a one-off SMS to a student or a group of students through ConexED. By navigating to a student profile within the Student Lookup you can initiate an immediate or scheduled notification. You can also send SMS notifications through the Messaging Center or Drip Campaigns within the CRM module.

Staff Facing Reason Codes

These codes are only visible to Front Desk Agent roles and higher. They will also only be viewable if the staff person is assigned to the particular group using the reason codes. These codes tend to be more specific and may more closely align with your internal codes. Staff can select one or multiple of these reason codes after meeting with a student through the Appointment Details page. The visibility of these codes is determined within the group settings and selected per reason code.

Streamlined Platform

ConexED is a single, unified enterprise system that allows for communication, scheduling, information-sharing, reporting, meeting, presenting--all with one platform. The single platform eliminates redundant technologies and reduces associated expenses, simplifies training, promotes ease of use, and provides a consistent user and student experience.

Student

As a ConexED role, students have access to the Student Support Directory, their profile and calendar settings, and to the archives and chat histories for their own meetings.

Student Dashboard

The Student Dashboard is part of ConexED’s Enterprise System. This dashboard enables students to see a variety of information from their ConexED User Panel to help them stay up to date and on track to reach their goals. The Student Dashboard can display such information as milestone progress, student-view enabled alerts, upcoming appointments, health and wellness check, notifications and announcements --all from an easy to use dashboard that students can easily access.

Student Facing Reason Codes

These reason codes will be visible to the student in the scheduler, lobby, and queue. The student will be able to pick from the reason codes and choose the type of code that best fits their need. These codes are typically more broad and do not include any unique internal language so that students can easily understand and choose the best option for them. The visibility of these codes is determined within the group settings and selected per reason code.

Student Information System

The Student Information System (SIS) is the system that houses student data such as name, id, and email address. This data can be imported to ConexED and updated nightly with a secure and robust REST API. Student accounts are created prior to their first login, so staff can initiate appointments, and with nightly exports via FTP, meeting data is available for administrators to assess.

Student Lookup Method

The Student Lookup Method is a way for users with the Front Desk Agent role and above to access detailed appointment information about a specific student.

Student Support Directory

The Student Support Directory displays the ConexED Cards for all the departments and groups that offer support services. The Student Support Directory is where students can see who is available to offer help and use the Knock on Door button on the ConexED Card to connect instantly with a Faculty/Staff member.

Support

Personalized help is available in ConexED by way of a ticketing system. A ConexED team member will follow up with you by email between Monday and Friday, 9:00 a.m. and 5:00 p.m. MST.

Text to Speech

Content written in the chat from inside a meeting can be converted into speech so that a user can hear what is being said in the chat.

Top Tool Bar

The top toolbar provides ConexED Administrators, Institution Administrators, Department Directors, Group Managers, and Faculty/Staff users with access to several features, including their ConexED card, lobbies, calendar, ConexED Chat Bot for assistance, and logout. Additionally, ConexED Administrators and Institution Administrators use the top toolbar to access the backend Admin Panel.

Touchpoints

ConexED provides students with a number of pathways to access support services so that they can get answers to their questions and the help they need as efficiently as possible. Built-in access points include direct links for scheduled meetings, reminder emails with links, the Virtual Lobby, and ConexED Cards of Faculty/Staff for an unscheduled meeting. Personalized ConexED Cards can also be embedded on multiple institutional web pages providing additional convenience that is just a click away. Our Mission at ConexED is to strive to make higher education more equitable and accessible by providing tools that make it easy and convenient for students to connect with the support services that are vital to their success.

Transcripts

Meetings that are recorded will generate a transcript of the closed captioning from the meeting. The transcript can be found in Archives via the ConexED User Panel. Meetings that are not recorded, however, will not produce a transcript.

User Panel

The User Panel is found on the left-hand side of ConexED and is the navigational menu for the various components a user has access to as determined by role.

Versatile Technology

ConexED is not a one size fits all platform and is scalable for single institutions or entire districts, and it can be used online or on-campus. Group customization allows different departments to set up their services in a way that best suits their needs. Email templates, forms, and surveys are designed specifically for each support service. Support services can be accessed via multiple access points making it even easier for students to connect with staff.

Video Conferencing

Video conferencing takes place in ConexED via Virtual Office Meetings when the participants use audio and video to interact. A video conference may be a private one-on-one meeting or a group meeting of up to twenty participants. Video conferencing comes with the ability to record sessions and a full suite of Virtual Office Meeting Tools are available within the space such as a document library with drawing and writing tools, digital signatures, saving to PDF.

Virtual Event Space

Designed for larger gatherings, the customizable Virtual Event Space includes audio and video as well as breakout rooms with persistent presence, which allows the moderator’s video feed to be visible in all breakout rooms to increase accountability and engagement. In addition, the moderator can view all breakout room whiteboard activity in one location. The Virtual Event Space is also equipped with the ability to conduct polls in addition to the standard virtual meeting space tools: chat, Document Library, document sign, document (pdf) sharing, PowerPoint conversion to pdf for sharing, screen sharing, whiteboard, and more. Events in this meeting space may also be recorded for future use.

Virtual Lobbies

Virtual lobbies are the spaces where students are greeted and wait until an available staff member can meet with them. Individual and shared lobby spaces can include a customized welcome message by group or the individual and allow students an instantaneous connection to support services during normal business hours. Virtual lobbies allow Moderators to chat with participants, move participants from one lobby to another, and lock and unlock lobby spaces.

Virtual Office

Users with a Faculty/Staff role and above have their own personalized Virtual Office that allows for one-on-one private meetings or group meetings for up to ten students. The flexibility of group meetings allows faculty and staff to meet with students for a variety of purposes such as for study sessions and small group discussions, and students will feel safe knowing that private meetings remain private and comply with HIPAA and FERPA standards. All meetings have a unique URL to keep students and their information safe. Since meeting space is not shared, Faculty/Staff can preload documents prior to a meeting or can save standard documents to the Document Library for use as needed.

Virtual Office Meeting Tools

Virtual Office Meetings and Virtual Events include a range of Virtual Office Meeting Tools for Faculty/Staff and students while meeting. Screen sharing, a Document Library, whiteboard, and document signing capabilities provide robust functionality within the Virtual Office. Additional Virtual Office Meeting Tools include mute/unmute, start/stop webcam, start/stop recording, document uploading and sharing, screen sharing, chat, and lobby access.

Virtual Queuing

Virtual Queuing is the virtual line students are in while waiting for student support services. The Virtual line keeps the personal information of the student private while in the queue.

Virtual Queue

The virtual “line” of students waiting for services. Users may be in the Virtual Queue via the Lobby or via the Kiosk/Queuing module. Students can enter these two virtual queueing locations from any device as long as it has a working internet connection. Both virtual queues support virtual meetings and the Kiosk/Queueing module supports remote check-in for in-person, virtual, or telephone appointments.

Walk-In or Drop-In Meeting

A Walk-In or Drop-In Meeting is an unscheduled meeting that can be virtual, telephone, or on-campus. Students can be checked into a Walk-In Meeting via the button on the Student Details page. Staff can also check students in for a Walk-In Meeting using the Kiosk Hub and Queuing System, or students can initiate a Walk-In Meeting via the Knock on Door button on a ConexED Card or virtual lobby.

Whiteboard

The Whiteboard is an integrated overlay that allows for markup and/or collaboration on a live document or annotating an existing document in a Virtual Office Meeting or Virtual Event. Whiteboard functionality includes the ability to sign documents during a meeting

and annotate a PDF, share by download and email, and upload from the Document Library for storing frequently used documents, Google Doc integration, and downloading and saving files.

Zoom

ConexED is proud to integrate with Zoom Video Meetings. This integration requires ConexED Admin approval and assistance from the ConexED Integrations team to activate. Once activated, staff and faculty users can connect their college Zoom account and opt to host student meetings using Zoom versus the ConexED video meeting space.